terms & privacy
ENCHANTED RANCH, LLC
At Enchanted Ranch, we understand that privacy is important to our clients and guests. This privacy policy outlines the types of personal information we receive and collect when you use our website and how we use it. This policy also explains our use of cookies and similar technologies, including the Facebook tracking cookie.
Information Collection and Use: We collect information from you when you visit our website, fill out a form, or use any of our online services. This information may include your name, email address, phone number, and other personal information. We use this information to provide you with the best possible experience when using our website and to communicate with you about our services and events.
Cookies and Similar Technologies: We use cookies and similar technologies to improve your experience when using our website. Cookies are small data files that are stored on your device when you visit our website. They allow us to remember your preferences and to provide you with a more personalized experience.
In addition, we use Facebook tracking cookies to better understand how our Facebook ads are performing and to optimize our advertising efforts. These cookies collect information about your activity on our website, including which pages you visit and how you interact with our ads. This information is used to show you more relevant ads and to improve our advertising efforts.
Data Sharing: We may share your personal information with third-party service providers who assist us in operating our website and delivering our services. These third-party service providers are contractually obligated to keep your information confidential and secure.
We may also share your information in response to legal requests, such as a subpoena or court order, or in the event of a merger, acquisition, or other similar corporate event.
Data Security: We take reasonable and appropriate measures to protect your personal information from unauthorized access, use, or disclosure. However, no data transmission over the internet or data storage system can be guaranteed to be 100% secure.
Data Retention: We will retain your personal information for as long as necessary to provide you with our services and to comply with our legal obligations.
Changes to this Privacy Policy: We may update this privacy policy from time to time to reflect changes in our practices or in applicable laws. We will notify you of any material changes by posting the revised policy on our website.
Contact Information: If you have any questions about this privacy policy or our use of your personal information, please contact us at events@myenchantedranch.com.
Effective Date: January 1, 2023
By using our website, you consent to the collection, use, and sharing of your personal information as described in this privacy policy.
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TERMS & CONDITIONS:
Enchanted Ranch, LLC is considered the “owner”, the names listed above the “Renting party” for the remainder of this contract. Upon the terms and conditions herein and in consideration of the covenants and agreements contained herein, the parties agree as follows:
TIMES & USAGE: The total number of hours for this event will be specified on the invoice. The Owner reserves the right to allow access to the venue by other parties or potential clients so long as they do not interfere with the event and are accompanied by Owner or Owner’s staff. The event and music shall cease (1) hour prior to the contracted end time indicated on the invoice to allow all vendors one hour for cleanup. Clients and their service personnel (decorators, florists, setup crew, etc.) are allowed access to the building during the time period specified on the facility rental information form. The building will not be available prior to the agreed-upon time. Please speak to your Event Coordinator to verify hours of access. Any requests to drop off materials or supplies prior to the day of the event must be cleared with the event coordinator. We cannot store items prior to the event day if there are other events scheduled at our facility.
OWNER HOURS OF OPERATION:
Sunday – Thursday 11:00 AM until 11:00 PM Party ends at 10:00 PM.
Friday – Saturday 12:00 PM until 12:00 AM Party ends at 11:00 PM.
USAGE FEES & RESERVATION FEES: Renting party hereby agrees to pay the Owner, at its offices at 1300 Scull Rd. San Marcos, TX 78666, for use of the premises. There is a Damage & Incidentals amount of $1500 for poor guest behavior, damages, or missing items. This payment is due before the event date and cannot be a check. In lieu of providing the payment we would need to keep valid credit card on file. This is the preferred method for covering any damage or the fee for incidentals. There is a Reservation Fee due when Renting Party signs the contract to secure the event date. 50% of the remaining balance is to be paid in full (120) days prior to the event, and the final balance paid in full (30) before the date of the event. Any change of date will be charged at $1500 per change. Any upgrades or additional guests will be final (10) days before the event and any additional fees due to the increase of guests will be due no less that (7) days before the event.
CANCELLATION: Renting party is given a grace period of (3) days from the date of this agreement to cancel the event with no penalty. After that time, Renting party forfeits the entire Reservation Fee payment. In the event that Owner must cancel due to non-payment on the part of Renting party or Renting party cancels (120) days prior to the event, Renting party forfeits the entire Reservation Fee AND Renting party is responsible for the balance of the contract. Owner reserves the right to cancel the event any time prior to the event due to circumstance beyond their control such as but not limited to fire, destruction, accidents, or acts of God.
PAYMENT SCHEDULE: Initial deposit and reservation fee is $1000 or 25% of total whichever is great and is due upon signing and reserving your date and time. Renting party is given a grace period of (3) days from the date of this agreement to cancel the event with no penalty. Fifty percent (50%) of the remaining balance on invoice is due (120) days before your event. The final part of your balance on the invoice is due (30) days before your event. If you reserve your date within (120) days of your event date 50% of the total is due. If you reserve your date within (30) days of your event date the full amount is due. The schedule is the following:
Reservation Fee: $1,500 or 25% for invoices that exceed $10,000.
(120) Days Before Event: (50%) of the remaining balance is due
(30) Days Before Event: Remaining balance is due.
(7) Days Before Event: Any changes or increases in price due to increased guests count is due in full
(5) Days Before Event: Credit Card on file for possible Damages & Incidentals
NO DEFACING OF THE PREMISES: While we encourage clients to decorate for their event, no materials may be taped, screwed, nailed, or tacked to any surface in the building. All decorations must be removed at the end of the event unless prior arrangements have been made with the Enchanted Ranch Events Coordinator. If votive candles are used, they must be contained in appropriate candle holders that prevent them from dripping or tipping over. Enchanted Ranch is not responsible for any loss or damage to materials brought in by clients and their guests, caterers, or service personnel. If an item is lost or misplaced during an event, guests are welcome to check with the Events Coordinator during normal business hours.
DOCUMENTATION: Renting party must present insurance verification of all vendors, including coordinators and a copy of the catering contract for head count verification. Verification information shall include the vendor’s onsite contact name and cell phone number and should be submitted to Owner no less than thirty (30) days prior to the event. If any changes to the vendor list or head count are made after the (30) days prior to the event the Renting party must notify Owner within two weeks of the event, either by phone or during the final, “2 week” consultation for approval. A meeting at Owner’s location or a phone consultation is required (2) weeks prior to the event to verify all documentation.
PETS: Domestic pets, dogs or service animals are allowed on the premises as long they belong to the immediate family of the Renting Party. The Renting Party is solely responsible for full financial and general liability regarding the pet Renting Party must always maintain physical control of the pet and NEVER leave the pet unattended and must accept full responsibility for cleaning up after the pet and liability for damages to the property or injury to persons from the pet. The Owner shall be held harmless from any act resulting in harm to any pet, another animal or person.
VENDORS & INSURANCE: Owner requires prior approval of all vendors not on our Approved Vendors List (90) days prior to the event. Renting party is responsible to inform all contracted vendors of the rules and regulations of this contract. All vendors must provide proper insurance and add Enchanted Ranch as an additional insured. We require that ALL CLIENTS procure event insurance for the day of the event. Enchanted Ranch must be an additional insured on this COI. (We have preferred vendors that can help you with this requirement). Clients and their service personnel (decorators, florists, setup crew, etc.) are allowed access to the building during the time period specified on the facility rental information form. The building will not be available prior to the agreed-upon time. Any requests to drop off materials or supplies prior to the day of the event must be cleared with the venue manager. We cannot store items prior to the event day if there are other events scheduled at our facility.
ALL VENDORS HIRED TO WORK AT OWNERS’ LOCATION ARE REQUIRED TO HAVE A MINIMUM OF ONE MILLION DOLLARS IN LIABILITY INSURANCE (TO INCLUDE EXTERIOR FEATURES LIKE SIGNS, FENCES, GATES, DRIVEWAYS, PLANTS, STORAGE, PLUMBING, WATER FEATURES, LANDSCAPE, PAVED ROADS AND PARKING AREAS THAT ARE OUTSIDE THE BUILDING). AND INDEMNIFY AND HOLD HARMLESS OWNER AND PROVIDE OWNER A COPY OF THE INSURANCE POLICY. IT IS ALSO MANDATORY THAT THE RENTING PARTY OBTAIN EVENT PROTECTION INSURANCE FOR THE EVENT AND INDEMNIFY AND HOLD HARMLESS OWNER ON THE POLICY AND PROVIDE OWNER A COPY OF THE INSURANCE POLICY. DAMAGES OVER $1500 WILL BE THE RESPONSIBILITY OF THE CLIENT OR VENDOR.
RENTALS & DECORATIONS: Rentals may be delivered during the (12) hour rental contract period. Rentals must be picked up after the event, but before the end of the contract rental time. No items may be stored at Owner’s location outside of rental time. Any items left after the event will be considered trash and will be removed. Caterer and Renting party should allow an extra half hour or more of cleanup time for this activity. Any exceptions must be agreed upon between Owner and Renting party two weeks prior to the event. Owner will provide ceremony chairs, reception chairs, and reception tables.
CLEANING: Every vendor is responsible for cleaning and removing the items they brought to the event. Enchanted Ranch is responsible for taking out the trash, putting away tables (not table service), putting away chairs, cleanup of bathrooms, and cleanup of suites after they have been emptied of personal belongings by client. Enchanted Ranch does offer a cleaning service for an additional charge.
VENUE AND GROUNDS REQUIREMENTS & RESTRICTIONS: Questions or comments regarding the facility requirements should be addressed to the Owner prior to the event. Renting party is responsible for the actions of all vendors hired by renting party. There is room for approximately (175) standard vehicles and 6 handicapped vehicles or 2-3 buses at the facility. Guests may park in designated parking area only and cannot block gates or streets. All guests are encouraged to carpool when coming to the event. All Vendors must park in the vendor designated parking areas away from the main parking lot. Owner is not responsible for any items lost, damaged or stolen during Renting party’s use of the facility. Owner reserves the right to cancel the event if contractual requirements are not met by Renting party prior to the event. Guests who do not respect the Grounds or the venue will be discreetly escorted from the facility. An adult must always accompany children under the age of 10 years. All landscaping flowers, plants, and lighting that are part of the venue are not to be removed or damaged.
AUDIO SPECIFICATIONS, USE & RESTRICTIONS: Owner has a pre-installed Audio System featuring state of the art equipment that will provide our clients a professional DJ experience for their event. Owner does allow bands at this facility with prior approval. Should you hire an approved band; the DJ will remain on contract to provide ceremony & cocktail music as well as fill in during band breaks and run the audio system. Owner does not allow music to exceed 92 decibels inside the ENCHANTED RANCH reception area, and all doors must remain closed while music is being played
INDEMNIFICATION: RENTING PARTY AGREES TO INDEMNIFY AND HOLD THE OWNER HARMLESS FROM ANY AND ALL CLAIMS, DEMANDS, AND CAUSES OF ACTION ARISING FROM ANY ACT, OMISSION OR NEGLIGENCE OF RENTING PARTY, RENTING PARTY’S AGENTS, EMPLOYEES, INVITEES OR ANY OTHER PERSON PRESENT BECAUSE OF RENTING PARTY OR REPRESENTATIVES ASSERTED BY ANY PERSON ON ACCOUNT OF ANY INJURY OR DAMAGE TO PERSONS OR PROPERTY INCURRED DURING RENTING PARTY’S USE OF THE PREMISES, ON OR ABOUT THE PREMISES, OR ARISING OUT OF RENTING PARTY’S USE OF THE PREMISES IN CONNECTION WITH THIS AGREEMENT. RENTING PARTY AGREES TO DEFEND THE OWNER, AT RENTING PARTY’S EXPENSE, FROM ANY SUCH CLAIMS, DEMANDS, OR CAUSES OF ACTION WITH AN ATTORNEY TO THE OWNER.
LAW OBSERVANCE: Renting party shall comply with all laws of the United States, and of the State of Texas, Guadalupe County, and all other applicable laws, and will obtain and pay for all necessary permits and licenses, and will not do, nor allow to be done, anything on the Premises during the term of this Agreement in violation of any such laws, ordinances, rules or requirements. The place for performance is in Guadalupe County, TX. Any disputes arrising from this agreement shall be heard in Guadalupe County, TX.
PHOTOGRAPHY RELEASE: Client does hereby consent and agree that the Vendor has the right to take photographs and/or digital recordings of Client and their event, and to use these in any media now or hereafter, and exclusively for the purpose of a business portfolio and/or marketing. Vendor retains the right in all cases to use the photographs in any manner at any time and in any part of the world for the purposes of advertising or promoting his/her work. Client also consents that their name(s) and identities may be revealed by descriptive text or commentary. Client understands that there will be absolutely no financial consideration for photographing or recording Client, either for the initial or subsequent transmission or playback in the future.
APPLICABILITY OF CONTRACT: Renting party agrees to abide by the contract in connection with its use of the Premises. Any exceptions to the contract must be granted by the Owner in writing. Owner reserves the right to cancel event if contractual obligations are not met by Renting party prior to event.
ATTORNEY’S FEES: In the event the Owner requires the services of an attorney to pursue any of the remedies available under this Agreement against the Renting party, including the filing of a lawsuit and Renting party is determined by a court of competent jurisdiction to be in default hereunder, the Renting party shall pay all costs and expenses, including, but not limited to, reasonable attorney’s fees, incurred by the Owner in the enforcement of this Agreement.
ENTIRETIES: Should any clause, paragraph, sentence, or section of this Agreement be determined to be void, illegal or otherwise unenforceable by a court of competent jurisdiction, the remaining provisions of the Agreement shall not be rendered void and unenforceable as a result but rather shall remain in full force and effect.
NOTICES: Unless otherwise provided herein, any notice, tender, or delivery to be given hereunder by either party to the other may be effected by personal delivery in writing or by email to Owner at events@myenchantedranch.com and to Renting party at the address appearing below and shall be deemed received as of the date of actual receipt.
ABSOLUTE RESTRICTIONS: Fireworks, Chinese floating lanterns, gum or chewable candy, fake flower pedals, red or dark fresh rose pedals (white or any light color is ok), confetti, or balloons filled with glitter. Failure to follow these restrictions could result in a damage or incidental charge to the client.
HOUSE RULES:
- No outside alcohol allowed on the premises. Consumption of alcohol by a minor is strictly prohibited.
- Limit of (2) drinks per person on all orders. Must be over 21 to order ANY beverage from the bar.
- Only performers are allowed on stage and only authorized personnel is allowed behind stage.
- Enchanted Ranch is not responsible for damages or theft of personal property.
- Any vandalism or destruction of property will result in immediate removal from property. All damages will be charged at replacement value to include landscape lighting and plants in planter beds.
- No fighting. All participants in a fight will be removed from property immediately.
- Parking is for designated areas only. Any vehicles parked in No Parking Areas will be subject to tow at owners expense. No driving or parking in the grass excepted designated parking areas. No vehicles may be left overnight.
- All fireworks, floating lanterns, gum or chewable candy, fake flower pedals, red or dark rose pedals, confetti, or balloons filled with glitter are not allowed.
- Any intoxicated guests are responsibility of the reserving party.
COURTESY PROTOCOL: Enchanted Ranch reserves the right to request any person/group acting unruly and contrary to rental regulations to leave the premises. Assistance from law enforcement may be required if this request is not met immediately.
ADDENDUM – BAR CONTRACT RULES
SECTION 1: When serving Beer, Wine, and Liquor – Enchanted Ranch recommends:
1 BARTENDER = 0 to 125 Guests
2 BARTENDERS = 125 to 225 Guests
3 BARTENDERS = 225 to 300 Guests
SECTION 2: Valid Identification for proof of age will be required of all guests and the wedding party.
SECTION 3: Enchanted Ranch has the right to ID anyone, at any time, prior to serving alcohol. The law states that no one under 21 years of age will be served. If the bartender observes anyone underage drinking alcohol, the bartender has the right to confiscate the drink. We will NOT serve anyone under the age of 21 for any reason. The proof of identification may include a driver’s license issued by any state, a U.S. passport, a military identification card or any other ID issued by a state or the federal government.
SECTION 4: Enchanted Ranch has the right to refuse anyone service who, in the bartender(s) opinion, has had too much to drink. If any guest gets out of line, Enchanted Ranch will contact the client and venue management and ask them to have the guest removed from the premises. “Getting out of line” includes verbal abuse or disrespect toward any Enchanted Ranch Bartender.
SECTION 5: WE DON’T SERVE SHOTS, SHOOTERS, STRAIGHT LIQUOR DRINKS ON THE ROCKS, OR DRINKS THAT INCLUDE Jagermeister, Fireball, Goldschlager, or Everclear as a spirit option. Up to five different types of liquor will be placed out for serving at one time (Excludes wine/beer/frozen margaritas). All mixed drinks will be made up with a maximum of one-ounce spirit with a minimum of 4 ounces of mixer. Guests may take up to two drinks each time they go to the bar for the first 3 hours, then a one-drink rule applies.
SECTION 6: No guests may come behind the bar to assist a Bartender in serving. Even if they are TABC Certified.
SECTION 7: The Champagne Toast must be served by the Bartender at the bar.
SECTION 8: The Bartender will close the bar at the bar closing time detailed in this contract. Additional bartending hours may NOT be purchased on the day of the event.
SECTION 9: Enchanted Ranch has the right to close a bar and remove equipment at any time due to insubordinate behavior, verbal abuse or failure to follow Enchanted Ranch guidelines.
SECTION 10: Per Guadalupe County Law Enchanted Ranch cannot serve any beverages after 12am midnight.
SECTION 11: All two-piece plastic cups (ie Champagne cups) must be assembled prior to the bartender arrival time. Assembly of the cups are not included in any of our packages offered.
SECTION 12: Each Bartender will be allowed one food plate once all guests have been served.
SECTION 13: The bartender will put out a tip jar unless you prepay $95 Gratuity (cash) to the bartender before the bar opening. IF YOU PREPAY A TIP, the bartender will not put out a tip jar or ask for tips, but guests may still want to tip the bartender for an excellent job done even when the bartender has informed them that the clients have prepaid gratuity. All Fraternity, Business, Non-Profit, Sorority, and Quinceanera or Children’s Events must pay $95 gratuity for each bartender when booking the services. All events that fall on or around a holiday (New Years Day, Easter, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, Christmas Eve, Christmas Day, and New Years Eve) must pay $125-holiday gratuity for each bartender when booking the services. If you have more bartenders than needed, Enchanted Ranch reserves the right to require a pre-paid gratuity.
SECTION 14: GUESTS BRINING IN ALCOHOLIC BEVERAGES ” BYOB” IS PROHIBITED! ENCHANTED RANCH BARTENDERS WILL ONLY SERVE THE ALCOHOLIC DRINKS PROVIDED BY THE CLIENTS, “HOST” OF THE BAR, AS DETAILED IN THIS CONTRACT BELOW. GUESTS WHO BRING IN BEVERAGES WILL BE ASKED TO LEAVE THE PREMISIS.
SECTION 15: All opened bottles belong to the Enchanted Ranch for both an “Open Bar” or “Purchase Bar”.